CONSTRUCTION · DOCUMENT COLLECTION
How to collect subcontractor insurance certificates and licenses
Short answer: Build a HubSpot workflow that triggers when a subcontractor record is created (or a deal stage is “Awarded”). Use Create Box Folder for a compliance folder, Pin Box Folder to Record with a “Compliance” type, and Create Box File Request from a “Certificates and Licenses” template. Save the File Request Link and email it from HubSpot.
What it does
Every subcontractor gets one Box compliance folder, pinned to their HubSpot record, and a secure upload link for insurance certificates and licenses. Uploads go straight into that folder, so your team stops chasing documents across email threads.
What it does
Every subcontractor gets one Box compliance folder, pinned to their HubSpot record, and a secure upload link for insurance certificates and licenses. Uploads go straight into that folder, so your team stops chasing documents across email threads.
What it does
Every subcontractor gets one Box compliance folder, pinned to their HubSpot record, and a secure upload link for insurance certificates and licenses. Uploads go straight into that folder, so your team stops chasing documents across email threads.
Before you start
Plan: Growth plan and up.
Create a “Certificates and Licenses” File Request Template in Box Connector. See How to collect client documents with a Box file request.
Create a pinned folder type called “Compliance”.
Note the folder ID of your subcontractors parent folder in Box.
Create a property such as “Compliance upload link” on the record.
Before you start
Plan: Growth plan and up.
Create a “Certificates and Licenses” File Request Template in Box Connector. See How to collect client documents with a Box file request.
Create a pinned folder type called “Compliance”.
Note the folder ID of your subcontractors parent folder in Box.
Create a property such as “Compliance upload link” on the record.
Before you start
Plan: Growth plan and up.
Create a “Certificates and Licenses” File Request Template in Box Connector. See How to collect client documents with a Box file request.
Create a pinned folder type called “Compliance”.
Note the folder ID of your subcontractors parent folder in Box.
Create a property such as “Compliance upload link” on the record.
Step 1: Create the workflow and trigger
Create a company-based workflow (or one on your subcontractor custom object).
Set the trigger to the record being created, filtered to subcontractors.
Step 1: Create the workflow and trigger
Create a company-based workflow (or one on your subcontractor custom object).
Set the trigger to the record being created, filtered to subcontractors.
Step 1: Create the workflow and trigger
Create a company-based workflow (or one on your subcontractor custom object).
Set the trigger to the record being created, filtered to subcontractors.
Step 2: Create the compliance folder
Add Create Box Folder with the subcontractor’s name as Folder Name and your subcontractors folder as Parent Folder ID. Leave Fail on Conflict unchecked so a returning subcontractor reuses their folder.
Step 2: Create the compliance folder
Add Create Box Folder with the subcontractor’s name as Folder Name and your subcontractors folder as Parent Folder ID. Leave Fail on Conflict unchecked so a returning subcontractor reuses their folder.
Step 2: Create the compliance folder
Add Create Box Folder with the subcontractor’s name as Folder Name and your subcontractors folder as Parent Folder ID. Leave Fail on Conflict unchecked so a returning subcontractor reuses their folder.
Step 3: Pin it to the record
Add Pin Box Folder to Record with the record’s Record ID and type, the folder_id output as Box Folder ID, and pinned folder type Compliance.
Step 3: Pin it to the record
Add Pin Box Folder to Record with the record’s Record ID and type, the folder_id output as Box Folder ID, and pinned folder type Compliance.
Step 3: Pin it to the record
Add Pin Box Folder to Record with the record’s Record ID and type, the folder_id output as Box Folder ID, and pinned folder type Compliance.
Step 4: Create the file request
Add Create Box File Request:
Box File Request Template: Certificates and Licenses.
Folder ID: the folder_id output.
Expires at: the date the request should stop accepting uploads.
Is Email Required?: check it so you know who submitted.
Step 4: Create the file request
Add Create Box File Request:
Box File Request Template: Certificates and Licenses.
Folder ID: the folder_id output.
Expires at: the date the request should stop accepting uploads.
Is Email Required?: check it so you know who submitted.
Step 4: Create the file request
Add Create Box File Request:
Box File Request Template: Certificates and Licenses.
Folder ID: the folder_id output.
Expires at: the date the request should stop accepting uploads.
Is Email Required?: check it so you know who submitted.
Step 5: Send the link
Add HubSpot’s edit record action and set “Compliance upload link” to the File Request Link output.
Email the link to the subcontractor’s contact from HubSpot.
Step 5: Send the link
Add HubSpot’s edit record action and set “Compliance upload link” to the File Request Link output.
Email the link to the subcontractor’s contact from HubSpot.
Step 5: Send the link
Add HubSpot’s edit record action and set “Compliance upload link” to the File Request Link output.
Email the link to the subcontractor’s contact from HubSpot.
Step 6: Test and turn it on
Create a test subcontractor record and upload a sample certificate through the link.
Check the folder and pin, then turn the workflow on.
Step 6: Test and turn it on
Create a test subcontractor record and upload a sample certificate through the link.
Check the folder and pin, then turn the workflow on.
Step 6: Test and turn it on
Create a test subcontractor record and upload a sample certificate through the link.
Check the folder and pin, then turn the workflow on.
Tips
Trigger on deal stage “Awarded” instead if you only collect documents once a bid is awarded. Use Get Pinned Box Folder if the folder already exists.
Ask for a new certificate each year by re-enrolling the record and creating a fresh file request. You can have only one file request per Box folder, so use a yearly subfolder.
Custom objects such as “Subcontractor” are supported once SparkGrid has approved and set them up for your account.
Tips
Trigger on deal stage “Awarded” instead if you only collect documents once a bid is awarded. Use Get Pinned Box Folder if the folder already exists.
Ask for a new certificate each year by re-enrolling the record and creating a fresh file request. You can have only one file request per Box folder, so use a yearly subfolder.
Custom objects such as “Subcontractor” are supported once SparkGrid has approved and set them up for your account.
Tips
Trigger on deal stage “Awarded” instead if you only collect documents once a bid is awarded. Use Get Pinned Box Folder if the folder already exists.
Ask for a new certificate each year by re-enrolling the record and creating a fresh file request. You can have only one file request per Box folder, so use a yearly subfolder.
Custom objects such as “Subcontractor” are supported once SparkGrid has approved and set them up for your account.
Do subcontractors need a Box account?
No. They upload through the file request link without a Box login.
Do subcontractors need a Box account?
No. They upload through the file request link without a Box login.
Do subcontractors need a Box account?
No. They upload through the file request link without a Box login.
Can the request expire?
Yes. Set Expires at on Create Box File Request.
Can the request expire?
Yes. Set Expires at on Create Box File Request.
Can the request expire?
Yes. Set Expires at on Create Box File Request.
Can I use a custom object for subcontractors?
Yes. Custom object support is on the Growth plan and up, once SparkGrid has set up the object for your account.
Can I use a custom object for subcontractors?
Yes. Custom object support is on the Growth plan and up, once SparkGrid has set up the object for your account.
Can I use a custom object for subcontractors?
Yes. Custom object support is on the Growth plan and up, once SparkGrid has set up the object for your account.
Related guides and resources
Related guides and resources
Related guides and resources
Try this workflow in your HubSpot
Box Connector gives you 42 no-code HubSpot workflow actions for Box. Start a free trial or book a demo and we’ll walk through this workflow with you.
Try this workflow in your HubSpot
Box Connector gives you 42 no-code HubSpot workflow actions for Box. Start a free trial or book a demo and we’ll walk through this workflow with you.
Try this workflow in your HubSpot
Box Connector gives you 42 no-code HubSpot workflow actions for Box. Start a free trial or book a demo and we’ll walk through this workflow with you.
Ready to make Box and HubSpot work better together?
Reduce manual work, improve document visibility, and create more consistent customer and operational workflows with Box Connector for HubSpot.
SparkGrid Software developed Box Connector for HubSpot, helping organizations manage Box files, automate document workflows, support e-signatures, and connect document activity to CRM records.
©2026 SparkGrid Software Terms of Use | Privacy Policy | Trust Center
Ready to make Box and HubSpot work better together?
Reduce manual work, improve document visibility, and create more consistent customer and operational workflows with Box Connector for HubSpot.
SparkGrid Software developed Box Connector for HubSpot, helping organizations manage Box files, automate document workflows, support e-signatures, and connect document activity to CRM records.
©2026 SparkGrid Software Terms of Use | Privacy Policy | Trust Center
Ready to make Box and HubSpot work better together?
Reduce manual work, improve document visibility, and create more consistent customer and operational workflows with Box Connector for HubSpot.
SparkGrid Software developed Box Connector for HubSpot, helping organizations manage Box files, automate document workflows, support e-signatures, and connect document activity to CRM records.
©2026 SparkGrid Software Terms of Use | Privacy Policy | Trust Center